TokaiMTB AGM 2017

[i24]

Hi All

 

From facebook:

 

ANNOUNCEMENT: TokaiMTB annual general meeting
Date: 30 March, 2017
Time: 18:30

 

Venue: the Bike Park at Constantia Uitsig, Spaanschemat River Road

Join us for a short presentation of what’s gone on in Tokai since the fire in 2015 caused the area to be closed to public access. We will also be electing two nominees to replace the vacant positions on the committee. Nominees will be decided by a vote on the evening, so please send your nominations to:

trails@tokaimtb.co.za – with the subject, “2017 nominations”.

We will require the contact details of your nominees in order to notify them of making the short-list. Nominees need to be present on the evening.

 

So:

 

1) Can someone confirm that date has been changed from today to tomorrow (I had it done for the 29th)?

 

2) Who is going?

 

3) Will there be beer?

 

[Captain Fastbastard Mayhem]

Confirmed, 30th. There was a clash at the venue (was confirmed last week and then Monday) We had to change the venue, as keeping it at the original one (Jack Black) would have counted out a large proportion of the CT riding fraternity. 

 

Me going (obvs) and all the committee. There are 2 spots available to replace those who have stepped down (Vince & Jason)

 

Re the beer - don't think so. But there's a bar just down the road for after-AGM drinks. 

[i24]

Thanks Myles. At lease I did not pitch up on the wrong day. The venue is convenient and the surrounds pretty. There has not been much noise about this, so I hope you get enough workers to full the nominations. Pity about the beer...

[Bloukrans]

Confirmed, 30th. There was a clash at the venue (was confirmed last week and then Monday) We had to change the venue, as keeping it at the original one (Jack Black) would have counted out a large proportion of the CT riding fraternity. 

 

Me going (obvs) and all the committee. There are 2 spots available to replace those who have stepped down (Vince & Jason)

 

Re the beer - don't think so. But there's a bar just down the road for after-AGM drinks.

Open Door on the same premises is quite a nice restaurant

 

Good food and wine!

[Duane_Bosch]

70% in

[popcorn_skollie]

Can we come early for a few pre-meeting slopes?

[Captain Fastbastard Mayhem]

Can we come early for a few pre-meeting slopes?

Exactly what I'm gonna be doing. 

[Headshot]

Below is the lengthy report back on what has been happening at Tokai for the last 24 months or so.... Its long but please have a read whether you are coming to the meeting tonight or not, and especially if your are not...

 

2017 TOKAIMTB COMMITTEE REPORT-BACK

Purpose: To provide stakeholders, (you, the mountain biking public) with an overview of the committee’s work and achievements over the last two years.

1. The fire of March 2015 led to the immediate closure of Tokai as a cycling destination in its declaration as a disaster area. It was unclear at this point when Tokai would reopen and how TMNP would handle the situation. This became clearer as time wore on and the committee realized that we were in for a long period of inactivity.

2. Notwithstanding the fire, the committee continued with its current project to present a vision and concept plan for new trails at Tokai. In May 2015 this proposal was presented to TMNP management and favourably received. This document was later presented to WESGRO as a bid to align the vision for cycling in the Western Cape.

3. Post-fire requests to allow the committee access to Upper Tokai to inspect the trail damage were vetoed by TMNP management due to risk. Needless to say this led to much frustration. As Tokai remained closed, the committee decided to taper off its meeting frequency and adopt a wait and see approach as far as the closure and logging activities were concerned. The committee was forced to accept that in the short term the trails would not be rebuilt and access would not be granted until the logging operations by MTO had been completed, despite the fact that the reasons provided by TMNP at the time did not sit well with us.

4. It became clear from continued correspondence and meetings held at TMNP offices, showing photographic evidence of the risks that the view held by TMNP of the scale of the fire damage was indeed hazardous for public entry. They were concerned in the main about dead and burned trees falling, the simultaneous timber salvage operation carried out by several contractors, destablised slopes and the subsequent erosion potentially affecting the park-bordering properties in the aftermath of the fire. Access to Tokai, in their minds could lead to the harming a member of the public and the potential for claims against SANParks. We were constantly reminded of the death of two young school children when a tree fell on them in the Arboretum several years ago.

5. The logging operations were very much in evidence throughout 2015 and the once abundant pines that characterized Tokai were gradually removed, lot-by-lot. As the area slowly stabilized and lighter than normal winter rain allowed some vegetation to return, limited access to committee members was finally granted.

6. In March 2016 an environmental specialist was appointed to undertake a baseline environmental study of the newly logged slopes. This is an initial requirement for further trail development and ties into the Environmental Management Plan (EMP) for Mountain Biking that was updated in December 2016. In simple terms, for there to be new trails (by this we mean trails that did not exist prior to the fire), the study would provide stakeholders knowledge of conservation areas ranging from critical to less sensitive that could accommodate the potential addition of new trails. This process has been named the Tokai Routes Rationalisation Process (TRRP or just “Rationalisation”) and will eventually require the completion of an Environmental Impact Assessment (EIA) to comply with the Environmental Management Act for development in a National Park.

7. The baseline environmental study provides the basis for future trail building and assists with identifying areas that are more suitable than others for such proposals. It is hoped to avoid duplication when it comes to the required EIA by making a comprehensive trail proposal and requiring only one EIA for all the proposed trails. The fire has inadvertently sped up the process of rationalisation as before the fire, we would have had to wait until 2024 for the completion of the pine exit lease before commencing with any new trail proposals.

8. In May 2016, committee members Deon De Villiers and Mark Smith, assisted by Tim Price worked on a business case with the aim to making TokaiMTB a financially sustainable entity. As it stands, TokaiMTB survives on the voluntary efforts of its committee and donations by the likes of private and corporate donors.

9. Obtaining public access to Tokai was foremost on TokaiMTB’s agenda during this period and in interactions with TMNP management the issue was raised repeatedly. It was decided that TokaiMTB would actively and reasonably push for the reopening of Tokai as quickly as possible during 2016.

10. In July 2016 negotiations started with TMNP to resume public access for cycling in Tokai. The main issues revolved around safety, primarily caused by the remaining gum trees, which posed a significant safety threat for people using the traditional cycling access route of Fairy Garden and the Roots trails. A bypass route circumnavigating the hazardous trees was agreed on after negotiations also offering the Tokai District Rider’s Association (TDRA) access, by inclusion on our SANParks required indemnity.

11. Also in July 2016, volunteer build days resumed and work on the trails commenced. Repairs to the detour jeeptrack were undertaken by TokaiMTB to prepare the road surface and water management on a route previously excluded from mountain biking. The initial work on the singletrack trails comprised clearing the existing tracks of debris from logging operations and removing alien vegetation. It is important to note that TokaiMTB was permitted to only open pre-existing approved trails with only minor deviations permitted, to avoid sustainability issues for the new landscape without the shelter perviously provided by the trees.

12. In due course, funding was provided by PPA, which allowed two contracted trail builders to be employed. Their work is most apparent on the new and improved Mamba trail, the DH line as well as Cobra (for those who have dared to venture down it).

13. August 2016 was a busy month! At the height of the trail refurbishment, TMNP received a written complaint from a member of the SA National Biodiversity Institute (SANBI) regarding the materials that we were purchased and imported into Tokai to provide wear resistance on the trails. This caused a six-week delay in building while a response was prepared by TokaiMTB, which dealt with the source and composition of the imported materials, as well as plans to relocate the materials wrongly stockpiled in-field. This submission and remedial action was subsequently accepted by TMNP and trail building resumed.

14. Also in August 2016, AMArider agreed to assist TokaiMTB by providing Indemnity Insurance Cover to TMNP’s satisfaction; to indemnify TMNP should any injuries result from the early opening of Tokai to the public. This indemnity was forwarded to SANParks Head Office in Pretoria for final approval. Without this indemnity, no members of the public would be allowed entry into Upper Tokai as some areas are still considered too dangerous for unmanaged access.

15. In the same month, TokaiMTB and PPA jointly submitted a mountain bike activity management proposal to TMNP as an attempt to obtain funding from TMNP for the maintenance and rebuilding of trails in the Park. Effectively what we wanted was for TMNP to agree to a reasonable percentage of Activity permit fees directed to TokaiMTB. TMNP advised that they would consider a 10% commission from sales we make of their annual permit. This was considered to be too low a percentage to make this funding model viable but remains a TokaiMTB consideration to improve the purchasing and management of the TMNP Level 3 MTB annual permit. TMNP appear to be intransigent on this aspect and as a result, TokaiMTB has been forced to look at other funding models.

16. Still in August 2016, TokaiMTB finalized the proposal for early access, which was acceptable to TMNP. Cardinal to this was the following:

a. The rebuilding of the existing trails (the term “world class trails” has been used by TMNP management on numerous occasions – this is something they aspire to have at Tokai and elsewhere in the park);

b. The provision of indemnity cover for SANParks in the case of injury sustained by any person using the trails and injured by, for instance, a falling tree. Rather than fight this we agreed to provide it through our affiliation with AMArider;

c. Trail signage – to the specification of TMNP, including detour/warning signage all paid for by TokaiMTB and our donors;

d. Marshalls to provide early warning of suspicious behavior for user safety and prevent people straying into delineated danger zones.

e. Agreement from other user groups, notably the horse-riding group for access to a part of their traditional riding area.

17. We were of the view and subsequently informed in writing, that without the provision of these points by TokaiMTB and/or outside donors, Tokai would remain closed.

18. In September 2016 final preparations for early opening of the trails were made. Routes were mapped, signage was ordered and delivered, trails were restored and plans laid.

19. Following interest in early access, in the same month and at the request of a potential donor, a proposal for security and marshalling was presented. The results of this are evident on the mountain to this day in the form of staff present during weekend opening hours, including vehicle patrols and coordination by TokaiMTB committee members.

20. By November 2016 TokaiMTB had already been given access dates by TMNP management that simply came and went. It became evident that SANParks Pretoria Head Office was delaying the issue and out of sheer frustration a letter was directed to the Western Cape Government. It set out the difficulties we faced. This letter made its way to the desk of the TMNP park manager who had already offered her commitment to ensuring the reopening of Tokai and in due course, an early opening date was forthcoming from TMNP.

21. Early access was granted from the first weekend of December 2016. This arrangement is for weekends only due to the prohibitive costs of marshaling.

22. It must be pointed out that during 2016, TMNP themselves touted the official opening of Tokai as 31 December 2016. It seems clear in retrospect that due to the remaining risk, this date would have passed without access being granted. We believe that had TokaiMTB not applied for early access and negotiated a plan with TMNP and others, access would not have been granted as it was advertised and would in fact have been delayed only until these issues had been resolved much later in 2017, possibly 2018.

23. Going forward we have several issues that need attention:
a. The opening of Tokai during the week and after hours;
b. A funding model for TokaiMTB;
c. The reopening of all the pre-fire trails at Tokai;
d. The proposed addition of new singletrack of various grades.

[i24]

 

Below is the lengthy report back on what has been happening at Tokai for the last 24 months or so.... Its long but please have a read whether you are coming to the meeting tonight or not, and especially if your are not...

 

 

Brilliant thanks!   Maybe you should apply for the job of Minister of Finance

[DrRichard]

Thanks for all your hard work - had opportunity to ride there two weeks ago after 2 years absence- must say my single track skills are a little rusty - but amazing work done by some very committed people - kudos! 

[Simon123]

Thanks for all of this.

 

I take it Tokai is closed this Easter weekend except for Sat & Sun?

[(Deon)]

Thanks for all of this.

 

I take it Tokai is closed this Easter weekend except for Sat & Sun?

Correct. We've given you some time off on Friday and Monday to spend with family and friends. ☺

 

Freedom day however; we've been talking to some very generous people who would like you all to ride in Tokai that day. Will post some more info closer to the time.